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Sharepoint 2013 : Health Monitoring and Disaster Recovery - Maintaining Content Integrity (part 1) - The Recycle Bin

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1/24/2014 3:41:17 AM

When I discuss disaster recovery, I am really talking about minimizing loss of user data and access to that user data. Loss of actual data (documents, files, web page content, data in a database or line of business system, and so on) is a disaster, and we strive to avoid it in any trustworthy data management system, but loss of access to data because of downtime of the management system is almost as bad. In today’s connected world, users rely on the uptime of data management systems—like SharePoint—and trust that these systems maintain the integrity of their content. Fortunately, SharePoint provides a number of approaches to maintaining content/data integrity.

SharePoint stores all content of your site in a content database. SharePoint content databases may contain one or many site collections, associated with a web application. One site collection may not span multiple content databases, which is important to note because backing up your content databases ensures complete recovery of your site collection.

Database backup is good in a disaster scenario. What if a user loses a single document from a document library and wants to recover it? A complete database restore would be overkill, not to mention considerable work in restoring the database to a separate location to retrieve the file. As administrators, we know users tend to lose files all the time. Fortunately, SharePoint includes features to retain content and data integrity without the need for complete database restore after small losses.

The Recycle Bin

Since SharePoint 2007 (WSS 3), the Recycle Bin has provided a mechanism for users to retrieve deleted lists and list items—this includes documents and document libraries. Users can find the Recycle Bin on the top right of the Site Contents page (see Figure 1). In addition to lists and libraries, since SharePoint 2010 Service Pack 1, SharePoint allows administrators to recover deleted sites.

9781430249412_Fig05-05.jpg

Figure 1. Location of Recycle Bin

The Recycle Bin works in two stages, as described in Table 1, and scopes to the web application level. Different web applications may have different configurations for their Recycle Bin.

Table 1 .  Recycle Bin Stages

Stage Location Details
Stage one Site The stage one Recycle Bin is available to users with Contribute, Design, or Full Control permissions. Items and lists deleted at the site level reside in the stage one Recycle Bin until a time (defined by the administrator in Central Administration—typically 30 days) when the content moves to the stage two Recycle Bin. Content in the stage one Recycle Bin counts toward user storage quota.
 
Stage two Site Collection The stage two Recycle Bin lives at the site collection level and is populated from stage one Recycle Bin content by a timer service. Only a site collection administrator may restore content from a stage two Recycle Bin, and content resides in this Recycle Bin for a time or until the Recycle Bin reaches a size, both specified by an administrator in Central Administration, before SharePoint deletes the oldest items. In addition to lists and list items, populated from the stage one Recycle Bin, the stage two Recycle Bin contains deleted sites.
 
The size of the stage two Recycle Bin is a percentage of the quota allocated to the entire site collection. Items in the stage two Recycle Bin do not count toward user storage quota, but they do eat up space in the overall site collection quota.

The following steps demonstrate how administrators may configure the Recycle Bin from Central Administration, to allow different item expiration times.

  1. Open Central Administration.
  2. Click the Manage Web Applications link under the Application Management heading.
  3. Select the desired web application.
  4. Click the General Settings icon on the ribbon.
  5. Scroll to the Recycle Bin section (see Figure 2).

9781430249412_Fig05-06.jpg

Figure 2. Recycle Bin settings for the web application

The following steps demonstrate working with the stage one and stage two Recycle Bins:

  1. Navigate to a SharePoint site with at least contributor permissions.
  2. Navigate to the All Site Contents page.
  3. Click the Recycle Bin link.
  4. Figure 3 shows my stage one Recycle Bin for my root site.

    9781430249412_Fig05-07.jpg

    Figure 3. Stage one Recycle Bin

  5. Check the boxes next to the items you wish to restore to original location before deletion, or to delete, and send to the stage two Recycle Bin.

 Note  The root site collection Recycle Bin is not the stage two Recycle Bin; the root site also has a stage one Recycle Bin.

Items in the stage one Recycle Bin remain there until you either delete them or the time elapses (see Figure 2) and SharePoint moves the items to the stage two recycle bin. Once they are in the stage two Recycle Bin, you can view these deleted items, as follows:

  1. Navigate to the root site of the site collection.
  2. Clear the gear icon and select the Site Settings menu option.
  3. Click the Recycle Bin link under the Site Collection Administration heading.
  4. Click the link in the left navigation to show items deleted from the end user Recycle Bin.
  5. Figure 4 shows the site collection stage two Recycle Bin page.

9781430249412_Fig05-08.jpg

Figure 4. Stage two Recycle Bin, showing items deleted from the stage one Recycle Bin

You might be wondering about the difference between the views for the End User Recycle Bin items and Deleted from End User Recycle Bin. As I demonstrated previously, the link for Deleted from End User Recycle Bin shows all items moved from stage one Recycle Bins in subsites to the stage two Recycle Bin in the site collection. The link for End User Recycle Bin shows all items that currently reside in stage one Recycle Bins across the site collection hierarchy.

In similar fashion to the stage one Recycle Bin, you can delete items from the stage two Recycle Bin by selecting items in the Deleted from End User Recycle Bin page and clicking the link to delete selection.

 Note  You cannot recover any item deleted from the stage two Recycle Bin.

Other -----------------
- Sharepoint 2013 : Health Monitoring and Disaster Recovery - SharePoint Farm Design
- Sharepoint 2013 : Planning for Disaster Recovery
- System Center Configuration Manager 2007 : Distributing Packages - Creating Collections (part 5) - Exclusion Collections
- System Center Configuration Manager 2007 : Distributing Packages - Creating Collections (part 4) - Dependent Subcollections
- System Center Configuration Manager 2007 : Distributing Packages - Creating Collections (part 3) - Creating a Dynamic Collection Limited to a Collection
- System Center Configuration Manager 2007 : Distributing Packages - Creating Collections (part 2) - Creating a Dynamic Collection
- System Center Configuration Manager 2007 : Distributing Packages - Creating Collections (part 1) - Static Collections
- Sharepoint 2013 : New Installation and Configuration - Configuring Your SharePoint Farm
- Sharepoint 2013 : New Installation and Configuration - Managed Accounts
- Sharepoint 2013 : New Installation and Configuration - SharePoint Products Configuration Wizard
 
 
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